Project Toolkit

Decision Log

Decision Log

Recording and tracking project decisions to maintain an audit trail and support governance.

Decision Log

A Decision Log is a central record of all significant decisions made during a project, providing an audit trail and reference for stakeholders.

What is a Decision Log?

Definition: A Decision Log (or Decision Register) is a document that records all significant project decisions, including what was decided, why, who made the decision, and when.

Purpose

Maintaining a Decision Log:

  • Creates an audit trail for governance
  • Provides context for future reference
  • Supports onboarding of new team members
  • Prevents revisiting already-made decisions
  • Documents rationale for lessons learned
  • Enables accountability

When to Log Decisions

Log decisions that:

  • Affect project scope, time, cost, or quality
  • Change the project approach or direction
  • Have implications for stakeholders
  • Commit resources or budget
  • Resolve conflicts or disputes
  • Set precedents for future decisions
Tip: Not every decision needs logging. Focus on decisions that are significant, contentious, or likely to be questioned later.

Decision Log Fields

Core Fields

Field Description
Decision ID Unique identifier (e.g., DEC-001)
Date When the decision was made
Decision Clear statement of what was decided
Rationale Why this decision was made
Decision maker Who made or approved the decision
Status Pending / Approved / Superseded

Supporting Fields

Field Description
Category Type (scope, technical, resource, etc.)
Options considered Alternatives evaluated
Impact What this decision affects
Related items Links to risks, issues, changes
Review date When to revisit if applicable
Stakeholders consulted Who was involved

Decision Categories

Category Examples
Scope Features in/out, boundary changes
Technical Architecture, technology choices
Resource Team changes, vendor selection
Schedule Milestone changes, phasing
Budget Funding allocation, cost decisions
Process Methodology, approach changes
Governance Approval levels, escalation

Decision-Making Process

flowchart LR A[Identify
Decision] --> B[Gather
Information] B --> C[Evaluate
Options] C --> D[Make
Decision] D --> E[Document
in Log] E --> F[Communicate] classDef blue fill:#108BB9,stroke:none,color:#fff class A,B,C,D,E,F blue

Decision Authority

Define who can make what decisions:

Decision Type Authority Level
Day-to-day operational Project Manager
Within tolerance Project Manager
Resource allocation Project Manager / Sponsor
Scope changes Project Board
Budget increases Sponsor / Programme Board
Major direction changes Sponsor / Steering Committee

Example Decision Log Entry

Field Value
Decision ID DEC-012
Date 10 Jan 2026
Decision Use vendor A for cloud hosting rather than vendor B
Rationale Lower cost over 3 years, better SLA, existing relationship
Options considered Vendor A, Vendor B, In-house hosting
Decision maker Project Board
Stakeholders consulted IT Architecture, Procurement, Finance
Impact Budget reduced by £50k, 2-week schedule saving
Status Approved

Writing Good Decision Statements

Clear Decision Statement

Poor Better
“Decided on option 2” “Selected React framework for front-end development”
“Agreed the way forward” “Approved 4-week delay to allow additional testing”
“Will use external help” “Engaged contractor for 3 months to support testing phase”

Include the Why

Always document rationale:

  • What factors influenced the decision?
  • What trade-offs were considered?
  • Why were alternatives rejected?
  • What assumptions were made?

Managing the Log

Activity Frequency
Add new decisions As they occur
Review pending decisions Weekly
Update status As decisions are implemented
Full log review Monthly / at stage gates
Archive superseded Quarterly

Decision Status

Status Meaning
Pending Awaiting decision
Approved Decision made and active
Implemented Decision executed
Superseded Replaced by later decision
Deferred Postponed for future consideration
Rejected Option not approved

Integration with Other Logs

The Decision Log relates to:

Log Relationship
Risk Register Decisions may mitigate risks
Issue Log Decisions may resolve issues
Change Log Changes often require decisions
Action Tracker Decisions create actions
Meeting Minutes Decisions made in meetings

Common Mistakes

Mistake Impact Solution
Not logging decisions No audit trail Make logging routine
Vague decision statements Unclear what was agreed Be specific and complete
Missing rationale Can’t understand context Always document why
No decision maker recorded Unclear accountability Identify authority
Decisions not communicated Stakeholders unaware Include in reporting

Decision Log Checklist

  • Decision clearly stated?
  • Rationale documented?
  • Options considered recorded?
  • Decision maker identified?
  • Date captured?
  • Impact understood?
  • Stakeholders informed?
  • Related items linked?
  • Actions created if needed?
Last updated: 13 January 2026
Themes

Governance

Control

Communication